Zoom AI Companion

AI Companion helps by generating meeting summaries, chat overviews, and other tasks suitable for generative AI. When enabled, it is integrated throughout Zoom and can be accessed from various features like Meetings, Team Chat, and Whiteboards.

*Staff & faculty only

1. Navigate to calpoly.zoom.us using your web browser.

2. Select Settings in the left sidebar

3. Navigate to the AI Companion tab at the top of the page.

4. Turn specific features On or Off from the AI Companion tab (unless they are locked).

If the meeting host leaves without ending the meeting, and cloud recording and/or AI Companion Meeting Summary are enabled, meeting information will continue to be captured. Any discussion that occurs will be included in the recording shared with the meeting host and/or included in the AI-generated meeting summary that is shared with meeting participants.

Recommended host practices:

• If meeting attendees want to remain after the host leaves to discuss sensitive topics, have them create a new Zoom meeting and end the original meeting for all, so that the separate discussion is not recorded or summarized.

• Stop cloud recording and turn off Meeting Summary before you leave if others will remain and cannot make a new meeting.

• Clearly state that the meeting is being recorded by AI Companion.

Zoom AI Companion does not use your audio, video, chat, or other communications to train third-party AI models. All data processed by AI Companion is handled in compliance with Zoom's security and privacy policies. For details visit: https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0057861

Zoom and its advanced features (e.g., AI Companion and recording) are approved only for use with Level 2 data. Use of Zoom’s core features (e.g., video meetings) may be permitted in certain scenarios involving sensitive data. However, some advanced features, such as AI Companion and recording, can result in data being exported outside Zoom’s environment. These features are not approved for regulated data (e.g., HIPAA) and should be avoided accordingly.

For a detailed breakdown of how Cal Poly classifies and handles data, please refer to the CSU Asset Management Standard. Remember, use of Cal Poly’s resources is authorized only for their intended purpose. Any other use may violate the Responsible Use Policy.

See Cal Poly’s Information Classification and Handling Standard: https://policy.calpoly.edu/cap/1200/cap-1200

The Zoom AI Companion is available to a Standard User and is enabled by default.  If the user accesses HIPAA data throughout their workday, this feature is turned off by default (with the option to self-enable if desired).

If a meeting is started by a Standard User (without HIPAA designation):

• the meeting owner will be able to enable the meeting summary AI feature

• the standard user (with HIPPA designation) will be notified the feature was enabled and will be provided the opportunity to request it turned off or leave the meeting

If a meeting is started by a Standard User with HIPAA designation and AI Companion disabled:

• no AI features will be available

If a meeting is started by a Standard User with HIPAA designation and AI Companion self-enabled:

• all AI features will be available

If you access any HIPAA data, your Zoom profile should be designated as such.

• To find out, please go to – calpoly.zoom.us - Log In – Profile

• Scroll to the bottom and find “Others”. If your User Group is “HIPAA Group”, you are designated as accessing HIPAA data.

Open

Zoom AI transcription is a valuable tool for capturing meeting discussions, but it must be used responsibly. The following guidelines outline appropriate practices to ensure accuracy, professionalism, and compliance with campus standards and California law.

• Always inform participants when a meeting is being transcribed by Zoom AI

• If external guests are present, confirm they are comfortable with transcription before enabling it.

• Do not use Zoom AI transcription for meetings involving sensitive information (e.g., personnel matters, legal strategy, or protected health information) unless explicitly authorized.

• Treat transcripts as confidential university records and share them only with individuals that are authorized access.

• AI transcription may misinterpret content. Review transcripts for accuracy before distribution.

• Pay particular attention to proper names, technical terminology, and action items, as these are most frequently misrepresented.

• Save transcripts only in university-approved systems (e.g., SharePoint, Teams, secure network drives).

• Do not copy or share transcripts through personal email, text messages, or public platforms.

• Delete transcripts that are no longer required.

• Cal Poly has set the following retention policies for Zoom AI Companion assets:

  • Meeting summaries will move to the trash after 90 days.

  • Transcripts will move to the trash after 180 days.

• Conduct meetings with the understanding that spoken content will appear in written form.

• Avoid informal remarks, side conversations, or inappropriate language.

• Transcripts should not be used as a disciplinary tool; they are intended as a reference, not as a verbatim legal record.

• When sharing notes or records derived from AI transcription, clearly label them as:
  “AI-generated transcript – reviewed for accuracy.”

• Document any edits made (e.g., corrections of misheard terms or removal of irrelevant dialogue).

• Follow all applicable Cal Poly data retention and privacy policies.

• Do not rely on AI transcripts alone for matters requiring legal, regulatory, or contractual precision without human verification.

• If a meeting host leaves without ending the session, and cloud recording and/or AI Companion Meeting Summary remain active, subsequent discussions will continue to be captured. This content will be included in the recording sent to the host and/or in the AI-generated summary shared with participants.

  • If attendees wish to continue discussion after the host departs, and sensitive topics may arise, they should start a new Zoom meeting. Hosts should select “End meeting for all” to prevent unintended recording.

  • Or, before leaving the host should stop cloud recording and disable AI Meeting Summary if others wish to remain in the meeting.

Zoom AI transcription is a support tool — not a substitute for active listening, professional judgment, or compliance with university policies. Use it thoughtfully, review outputs carefully, and always respect participant privacy.